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1 Commission Workshop Building Success www.broward.org/erp 2013 PKING Consulting, Inc. | PACERS CM&T & Broward County May 21, 2013 Slide 2 2013 PKING Consulting, Inc. | PACERS CM&T & Broward County ERP Defined 2 Enterprise Resource Planning (ERP) is a set of business systems to manage and integrate best practices for Business, financial, administrative and operational processes Enterprise-wide across multiple divisions and organizational boundaries These applications act as the backbone of the enterprise and are designed to support and automate the organizations processes 5/21/2013 Slide 3 2013 PKING Consulting, Inc. | PACERS CM&T & Broward County 5/21/2013 3 Business Case for ERP Current Project Scope Project Milestones Procurement Timeline Critical Project Success Factors Next Steps Questions Todays Agenda Building Success for a Centralized, Integrated Software Solution: ERP Slide 4 2013 PKING Consulting, Inc. | PACERS CM&T & Broward County 4 Business Case for ERP February 2010 Business Case document for ERP prepared by County and transmitted to Board. Key weaknesses identified were: Lack of System Integration and Real-Time Data Many of the Countys business functions are supported by a series of independent systems, which results in inconsistent access to information and data lacks timeliness Inefficiencies due to Redundant Data Entry and Manual Processes The existence of numerous, aging, standalone systems and reliance on shadow desktop applications like Excel and Access result in redundant data entry efforts resulting in higher processing time, errors and costs The current systems lack sufficient querying tools, and the smaller number of standard reports in the systems do not meet the countys needs resulting in increased staff time to develop reports resulting in less time spent on analyzing data 5/21/2013 Reporting Tools are Substandard for County needs Slide 5 2013 PKING Consulting, Inc. | PACERS CM&T & Broward County Business Case for ERP 5 Business Case included data on Process and System Inefficiencies outlined by the 3 rd Party Assurance Firm EquaTerra They identified: 670 business tasks in the Accounting, Human Resources, Purchasing and Revenue Collection areas 94% of these tasks were found to be manual ERP can reduce the 94% to 36% 27 systems currently supporting these tasks Current financial system is at end-of-life & needs replacement 5/21/2013 Slide 6 2013 PKING Consulting, Inc. | PACERS CM&T & Broward County Current Project Scope 5/21/20136 Slide 7 2013 PKING Consulting, Inc. | PACERS CM&T & Broward County Accounting, Purchasing, Payroll, Grants Management, Cashiering, Project Accounting, Fixed Assets Budget Preparation, Budgetary Controls, Performance Measurement Recruiting, Learning Management, Personnel Administration, Benefits Purchasing and Inventory Current Project Scope Financials Budgeting Human Resources Procurement Employee, Manager and Vendor Self Service Self Service Business Intelligence Reporting, Ad-Hoc Reporting, Analytics Reporting 7 PayCard, Online epay Statements, Automated payroll/timekeeping system easyPay Slide 8 2013 PKING Consulting, Inc. | PACERS CM&T & Broward County Project Milestones 5/21/20138 Slide 9 2013 PKING Consulting, Inc. | PACERS CM&T & Broward County Identify County ERP system needs and requirements RLI issued, responses received and vendors shortlisted Prepare pre - implementation processes Refine budget Set aside funding Identify implementation team Refine estimated implementation schedule Construct ERP workspace Prepare county staff to work on ERP Select software and vendor to perform implementation Project Milestones 9 5/21/2013 Slide 10 2013 PKING Consulting, Inc. | PACERS CM&T & Broward County Phase I easyPay Phase I(a) PayCard Phase I(b) Online epay statement Phase I(c) Automated payroll/timekeeping system Finalize Contracts for Phases II to IV Celebrate our Successes Project Milestones 10 5/21/2013 Slide 11 2013 PKING Consulting, Inc. | PACERS CM&T & Broward County Milestone Prepare County Staff to Work on ERP 11 Purpose: To ensure consistency for all vendors to demonstrate their products equally. Results will be compiled for the Selection Committee. Prepare staff for vendor demos - Conducted a Kick Off Meeting on February 4, 2013 Prepare Vendor Demonstration Scripts February 2013 and sent to vendors on March 2, 2013 Conducted a meeting to set expectations with staff attending the software demonstrations March 15, 2013 5/21/2013 Slide 12 2013 PKING Consulting, Inc. | PACERS CM&T & Broward County Milestone - Select Software and Vendor to Perform Implementation 12 4 vendors short-listed in August 2012 CedarCrestone for PeopleSoft Ciber Inc. for PeopleSoft Infor for Lawson Software AST Corporation for Oracle e-business software Vendor Protest Filed and proceedings lasted 5 months During this time the following was accomplished: Identified subject matter experts by name within county staff to work on ERP Adjusted the estimated project timeline Outlined facility needs for project team Organized the vendor software demonstrations Created an online tool for fact finding & data consolidation 5/21/2013 Slide 13 2013 PKING Consulting, Inc. | PACERS CM&T & Broward County 13 Software Demonstrations held for five weeks four days a week in April and few days in May On average 145 staff attended the software demonstrations each week 28 different software demonstration sessions each week Vendors expressed praise for high level of County staff engagement in the process Site Visits (June/July) Selection Committee Ranking (August) Board Workshop and Board Approval of Ranking (September) 5/21/2013 Milestone - Select Software and Vendor to Perform Implementation Slide 14 2013 PKING Consulting, Inc. | PACERS CM&T & Broward County Milestone Phase I(a) easyPay 14 easyPay is environmentally friendly and is part of Broward Countys Go-Green government effort to reduce our greenhouse gas emissions (electricity used to print documents), preserve natural resources (less paper), use tax-payers dollars more efficiently and reduce waste Paper paychecks replaced with Pay Cards (May 2013) Reduced number of employees not receiving direct deposit from 800 to 130 5/21/2013 Slide 15 2013 PKING Consulting, Inc. | PACERS CM&T & Broward County Milestone Phase I(b) easyPay 15 Blue Paystubs will be replaced with online ePay Statements (August 2013) thereby continuing with Browards Go Green effort Reduces agency travel time to pick up paystubs Employees can securely access statements from any computer 5/21/2013 Slide 16 2013 PKING Consulting, Inc. | PACERS CM&T & Broward County 5/21/201316 Paper time cards and leave slips replaced by automated time & attendance system Conducted employee survey to ascertain awareness, identify organizational readiness gaps and establish baseline Promote awareness thru communications eCounty Line, Sun-eNews, PACERS bulletins, agency newsletters, easyPay memos and easyPay website Created comprehensive change management plan In implementation phase where we are building the system, testing and developing training material Milestone Phase I(c) easyPay 5/21/2013 Slide 17 2013 PKING Consulting, Inc. | PACERS CM&T & Broward County ERP Procurement Timeline 5/21/201317 Slide 18 2013 PKING Consulting, Inc. | PACERS CM&T & Broward County ERP Procurement Timeline 5/21/201318 Activity Apr-12 Jun-12 July-12 Aug-12 Sep-12 Oct-12 Nov-12 Dec-12 Jan-13 Feb-13 Mar-13 Apr -13 May-13 Jun-13 Jul-13 Aug-13 Sep-13 Oct-13 Nov-13 Dec-13 Jan-14 RLI Issued Responses received Short Listing Completed Vendor Protest Delay Notice to Proceed Vendor Demonstrations Site Visits Ranking and Board Workshop Board Approval of Ranking Contract Negotiations Contract Awarded You Are Here = Procurement Milestone = Delay = Duration Tasks Slide 19 2013 PKING Consulting, Inc. | PACERS CM&T & Broward County ERP Critical Project Success Factors 5/21/201319 Slide 20 2013 PKING Consulting, Inc. | PACERS CM&T & Broward County 20 Organizational commitment Sufficient full-time staffing resources on project Select software solution and implementer that satisfies County needs Use of a third party assurance firm Trust but verify Include high level of change management and training activities Critical Project Success Factors 5/21/2013 Slide 21 2013 PKING Consulting, Inc. | PACERS CM&T & Broward County Next Steps for ERP 5/21/201321 Slide 22 2013 PKING Consulting, Inc. | PACERS CM&T & Broward County 22 Perform site visits. Selected staff will travel to other sites where vendors have implemented their proposed software; staff will view the software and gain insight on those agencies experiences with the vendor implementation services Selection Committee Ranking. Third party assurance firm and staff to compile data from vendor responses, software demonstrations fact-finding, and site visits for Selection Committee for their evaluation and ranking Board Workshop and Board Approval of Ranking. Staff to prepare a presentation with ranking results Next Steps for ERP 5/21/2013 Slide 23 2013 PKING Consulting, Inc. | PACERS CM&T & Broward County 23 Questions 5/21/2013 Slide 24 Thank You 5/21/201324